LibGuides: Annual Report Overview and FAQ: Section G. Personnel

Section G. Personnel

This section identifies full-time equivalent staffing numbers for a variety of education levels, information pertaining specifically to the employee in the role of library director, and details concerning salary and longevity of certain staffing positions.

Both calendar year and fiscal year libraries should report personnel as of December 31, 2024.

Things to remember when completing this section:

Include vacant positions that are currently being advertised to fill. "Currently being advertised to fill" means that the position's job announcement has been published and the library is actively seeking to fill the position by soliciting applications, reviewing resumes, and/or conducting interviews.

Title of Librarian: The work requires professional training and skill in the theoretical or scientific aspects of library work, or both, as distinct from its mechanical or clerical aspect. Include those staff who hold library assistant certification or provisional librarian certification.

Always report staff in the category based on the highest level of education for that person.

Each staff member’s weekly working hours should be reported in only one data element. For example, a staff member who works 25 hours per week is called a “Reference Librarian” and has a master’s degree from an ALA Accredited program would only be reported in the Hours Worked per week by all paid staff with an MLS from a n ALA Accredited program and NOT be reported in the Hours worked per week by all staff with the Title of Librarian.

If part-time staff vary working hours week to week, take an average of the hours.
- Scenario: A part-time staff member works 16 hours one week and 20 hours the next week. This schedule rotates all year. The library would report 18 weekly hours for this employee.

To be considered a regular volunteer, the individual serves in a role that is similar to the paid library staff by contributing to the everyday operations of the library without monetary compensation.

- Exclude:
  - Volunteers who participate in limited or major events, once or twice a year

- - Hours for board members, janitorial or maintenance staff or other volunteers not involved in the daily provision of library service

- - Hours associated with manning a “bookstore”, assisting with book sale events or other fundraising events should not be included in these hours

Status	Number	Data Element	Description/Definition
	G-1	What is the base number of hours to be considered a Full-Time employee at the library?	Pennsylvania library regulations require that a minimum of 35 hours per week be used in calculating full-time equivalent (FTE) staff. This weekly figure may be higher than 35 hours based on what the library board has set as full time. Use two decimal places for a fraction of an hour, i.e., 37 hours and 30 minutes is 37.50.
	G-2	How many individuals are employed as full-time staff?	A full-time employee works at least 35 hours per week and is considered full-time according to the library personnel policy.
	G-3	How many individuals are employed as part-time staff?	A part-time employee is one that works less than the base number of hours to be considered full-time at your library and is considered part-time according to the library personnel policy.
	G-4	How many individuals are regular volunteers at your library?	A regular volunteer is an individual who serves in a role that is similar to the paid library staff by contributing to the everyday operations of the library without monetary compensation. A volunteer who participates in limited or major events, once or twice a year, should not be considered regular volunteers.
	G-5	Hours Worked Per Week by all paid staff with an MLS from an ALA accredited program - as of December 31, 2023.	Report all paid hours worked per week by staff with a master's degree from programs accredited by ALA. Round to nearest whole number. Report filled positions as of the last day of the reporting period. Include only staff that work at least five (5) hours per week and a minimum of four (4) months per year. Do not include the hours of other professional librarians that do not have an ALA-MLS.
	G-6	Hours Worked Per Week by all paid staff with MLS from a Non-ALA accredited program - as of December 31, 2023.	Report all paid hours worked per week by staff with a master's degree from programs not accredited by ALA. Round to nearest whole number. Report filled positions as of the last day of the reporting period. Include only staff that work at least five (5) hours per week and a minimum of four (4) months per year. DO NOT include hours reported in ALA-MLS librarians.
	G-7	Hours Worked Per Week by all paid staff with the Title of Librarian - as of December 31, 2023.	Report all paid hours worked per week by staff with the title of librarian. This work requires professional training and skill in the theoretical or scientific aspects of library work, or both, as distinct from its mechanical or clerical aspect. Include those staff who are system certified directors or hold library assistant certification and provisional librarian certification. Round to nearest whole number. Report filled positions as of the last day of the reporting period. Include only staff that work at least five (5) hours per week and a minimum of four (4) months per year. DO NOT include hours reported in ALA -MLS and non-ALA-MLS questions.
	G-8	Hours Worked Per Week by all Other Paid Staff - as of December 31, 2023. (exclude janitorial, maintenance and security)	Report all paid hours worked per week by staff whose primary responsibility is related to the delivery of library service. Janitorial, maintenance and security staff are not to be included. Round to nearest whole number. Report filled positions as of the last day of the reporting period. Include only staff that work at least five (5) hours per week and a minimum of four (4) months per year.
	G-9	Hours Worked Per Week by Volunteers whose responsibilities are related to the daily delivery of library service - as of December 31, 2023.	Report all hours worked per week by volunteers whose responsibilities are related to the delivery of library service. Do not include hours for board members, janitorial or maintenance staff or other volunteers not involved in the daily provision of library service. Round to nearest whole number. Report volunteers as of the last day of the reporting period.
	G-10	Hours Worked Per Week by Janitorial, Maintenance and Security Staff - as of December 31, 2023.	Report all hours worked per week by staff whose primary responsibility is janitorial, maintenance or security in nature. Round to nearest whole number. Report filled positions as of the last day of the reporting period. Include only staff that work at least five (5) hours per week and a minimum of four (4) months per year.
	G-11	Hours Worked Per Week by State or Federal Employment Program Workers	Report all hours worked per week by employment program workers who are assigned to your library. Include only employment workers who work at least five (5) hours per week and a minimum of four (4) months per year.

This subsection reports the totals for purposes of state standards and are automatically calculated.

Status	Number	Data Element	Description/Definition
	G-12	State Standard - Total ALA-MLS FTE Staffing	ALA MLS Staff hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-13	State Standard - Total MLS Non-ALA FTE Staffing	Non-ALA MLS Staff hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-14	State Standard - Total FTE Staffing for Title of Librarian	Librarian Staff hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-15	State Standard - Total Librarian FTEs	Sum of ALA MLS, non-ALA MLS, and Librarian hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-16	State Standard - Total Other Paid Staff FTE Staffing	Other Paid Staff hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-17	State Standard - Total Volunteer FTE Staffing	Volunteer hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-18	State Standard - Total Employment Program FTE Staffing	Employment Program hours divided by 35 hours per week. This question will automatically calculate. No entry is required.
	G-19	State Standard - Total FTE Staffing for Library	Sum of Total ALA-MLS FTE, Total MLS non-ALA FTE, Total Librarian, Total Other Paid Staff, Total Volunteers divided by 35 hours per week. This question will automatically calculate. No entry is required.

This subsection reports the totals for purposes of reporting on the Federal Public Libraries Survey and are automatically calculated.

Status	Number	Data Element	Description/Definition
	G-20	Federal Reporting - Total ALA-MLS FTE Staffing	ALA MLS Staff hours divided by 40 hours per week. This question will automatically calculate. No entry is required.
	G-21	Federal Reporting - Total Librarian FTEs	Sum of ALA MLS, non-ALA MLS, and Librarian hours divided by 40 hours per week. This question will automatically calculate. No entry is required.
	G-22	Federal Reporting - Total Other paid staff (PLS)	Sum of Other Paid Staff hours and Janitorial, Maintenance, and Security Staff hours divided by 40 hours per week. This question will automatically calculate. No entry is required.
	G-23	Federal Reporting - Total Staff FTE	Sum of ALA-MLS staff hours, non-ALA MLS staff hours, Other Librarian hours, Other Paid Staff hours, Janitorial, Maintenance, and Security Staff hours divided by 40 hours per week. This question will automatically calculate. No entry is required.

This subsection reports specific information concerning the employee in the role of library director.

Both calendar year and fiscal year libraries should report Library Director information as of the date the report is being completed.

Things to remember when completing this subsection:

If you do not have a certification extension request on file you must upload one with the annual report.
- Certification Extension File Name Structure:
  - Dir-Cert-Ext-Your Last Name-Your First Name-Current Year
    - Example: Dir-Cert-Ext-Doe-Jane-2024

If you have a certification extension report on file, you must upload your certification progress report.
- Certification Progress Report File Name Structure:
  - Dir-Cert-PR-Your Last Name-Your First Name-Current Year
    - Example: Dir-Cert-PR-Doe-Jon-2024

Continuing Education File Name Structure:
- CE-Last Name-First Name-Reporting Year
  - Example: CE-Doe-Jane-2024

If the position is vacant, enter VACANT in the Library Director’s Name data input cell.

If an interim library director has been named, please enter that interim director’s name and include the word INTERIM after the name.

More information on how to upload documents in LibPAS is available on the State Aid Resources for Public Libraries LibGuide.

Status	Number	Data Element	Description/Definition
	G-24	Current Library Director's Name	If the position is not currently filled, please enter VACANT. If there is an interim director, please add the word INTERIM after the person's name.
MODIFIED: Updated Drop-down list to include Position Vacant	G-25	Current Library Director's Certification Level	Answer this question based on the library certification status of the person listed as the Library Director. If you do not have a Pennsylvania Department of Education Library Assistant, Provisional, or Professional certification you must select Certified Extension. If you had a system certification in the past, you must complete a certification extension request. Contact the State Aid Office if you need to discuss your particular situation.
MODIFIED – Updated description for clarification	G-25a	Current Library Director's PA Dept. of Education Professional Personnel ID (PPID) Number	Public library certification is issued by the Pennsylvania Department of Education. Enter the Professional Personnel ID (PPID) number issued by the PA Dept. of Education when you registered in the Teacher Information Management System (TIMS). Please leave this data input cell BLANK if you do not hold any PA library certifications.
	G-26	Certification Extension Request or Certification Progress Report - File Name Structure:	If you do not have a certification extension request on file, please upload your certification extension request. If you have a certification extension report on file, please upload your certification progress report.
	G-27	Appointment Date of Current Library Director (MM/YYYY)	Enter two-digit month and four-digit year.
	G-28	Current Library Director's Email Address	Enter the library director's email address. Ex. jsmith@anylibrary.com
	G-29	Is the library director paid to work at least 35 per week?	These work hours may or may not take place at the library facility or when the library is open to the public.
	G-30	How many hours does the library director work weekly, on premises, while the library is open to the public?	Include the number of hours the library director is scheduled/expected to work on a weekly basis, on premises, while the library is open to the public. Also include this number in the table below.
	G-31	Total Hours of Continuing Education Attended by the Director	For college courses give the estimated class attendance hours, not the number of credits earned. Supporting documentation of the continuing education hours attended must be retained by the library.
	G-31a	Director's Continuing Education Documentation Upload	CE file naming structure: CE-Last Name-First Name-Reporting Year
	G-32	Have all paid staff working at least 20 hours per week attended at least six hours of continuing education every two years?	Janitorial, maintenance and security staff are not required to attend continuing education training. Supporting documentation of the continuing education hours attended must be retained by the library. Select N/A if your library does not employ any part-time staff working 20 or more hours. If the library answers NO, enter an External Public Annotation and explain the situation.

This subsection collects information about certain library staff positions. The information in this section is used by library directors, system administrators, and district consultants to help libraries support competitive wages.

Both calendar year and fiscal year libraries should report personnel as of December 31, 2024.

Things to remember as you complete this section:

The Library Director Hours Worked Weekly information must be completed.

If one staff person is responsible for multiple departments/duties, determine which responsibility is primary and report the data in that category, leaving the other categories blank.

If a library has multiple branches, enter the data that most closely represents the typical branch librarian position.

District consultant salary information should be reported on the library’s report that is considered the District Library Center.

Where to report system administrator information will depend on the situation:
- Standalone position - Report the information on the System Administrator line of the System Admin Unit report.

- Combined position - Report the information on the Library Director line of the Headquarter Library report in which the administrator is also the library director. Do not report anything on the System Administrator line. An external public annotation may be added to the Library Director salary data input cell explaining that this is a dual position.

Salary information should be entered only by one entity… the entity that provides the staff person’s W-2.
- Scenario: The library director is also the system administrator. The library director is paid $55,000 by the library. The system contributes $10,000 to the library, that is in turn given to the library director in compensation for system duties. The director receives a W-2 only from the library, as their employer, for the total $65,000. The director will report $65,000 on the library director salary line of the library’s annual report. An external public annotation can be added to explain the dual position and describe the stipend from the system for the role of system administrator.

This information has no connection with the information that is entered into the financial section of the report.

Enter the salary information for a full year, regardless of whether the position was filled for the enter year.
- Scenario: The Head of Reference was hired on September 1, 2024. She is an hourly employee working 40hrs/week at $22/hr. Enter the amount the position would have earned at that hourly rate for the entire year. The math equation would be the hourly rate ($22) times the weekly hours worked (40) times the number of weeks in the year (52): ($22.00 X 40) X 52. The total amount entered for this person’s salary would be $45,760. – Remember, this information is not being compared to anything in the financial section of the report.

Each of the following paid staff positions are outlined in this section:
- System Administrator – This staff member oversees the management of the federated library system. They report directly to the System Library Board. They are required to meet all system administrator standards.

- Library Director – This staff member oversees the management of the local library. They typically report directly to the Library Board. They are required to meet all library director/head librarian standards.

- District Consultant – This staff member is responsible for the management of the district services. They are required to meet all district consultant standards.

- Branch Librarian – This staff member is responsible for the day-to-day management of the branch library.

- Bookmobile Librarian – This staff member is responsible for the day-to-day management and services of the bookmobile library.

- Head of Reference – This staff member manages reference services. If the library director oversees reference services, leave this line blank.

- Head of Technical Services – This staff member manages the library’s cataloging and ILS services. If the library director oversees reference services, leave this line blank.

- Head of Circulation - This staff member manages the library’s circulation desk. If the library director oversees circulation services, leave this line blank.

- Head of Children’s Services - This staff member manages the library’s services to children and young adults. They are typically the staff member that creates and organizes youth programs. If the library director manages children’s services, leave this line blank.

- Technology Coordinator – This staff member manages the library’s computers, servers, and other technology aspects of the library. If the library director manages all the technology or another entity provides this service, leave this line blank.

Status	Number	Data Element	Description/Definition
	G-33	Current Annual Salary	Report the salary as of December 31, 2024. If the position is an hourly position, enter the total salary amount that position would receive in a calendar year. Report only salary amounts for a full year.
	G-34	PA Department of Education Certification	This is the certification level that has been applied for and received by the staff member fulfilling the position.
	G-35	Number of Years in Position	This is the number of years the person has been in the position. If a person has been in the position less than one year, enter 1 with an explanation entered into the external public annotation field.
	G-36	Hours Worked Weekly	This is the number of hours the person works weekly

Annual Report Overview and FAQ

Section G. Personnel

AR - Personnel